Estate Manager at Exclusive Household Miami, FL

Estate Manager job at Exclusive Household Staff. Miami, FL.

We are seeking a highly experienced and detail-oriented Estate Manager to oversee the daily operations of multiple high-end properties. The ideal candidate will be responsible for managing household staff, coordinating maintenance and vendor relationships, and ensuring seamless estate operations. This role requires a proactive leader with exceptional organizational and problem-solving skills who can maintain high standards and anticipate the needs of the estate’s residents.
A key focus of this role will be training and coaching staff to advocate and uphold household behaviours, principles, and expectations, ensuring that all team members understand and align with the client’s desired environment and household culture by establishing clear behavioural expectations and principles. The Estate Manager will help create a well‑structured, harmonious, and smoothly run household.
Additionally, this position will oversee the seasonal management of properties that are unoccupied for certain periods, ensuring they receive year‑round care and are fully prepared when the family returns for their occupancy.

The Estate Manager will also be responsible for tracking the household inventory, monitoring utilization, managing the home’s finances responsibly, and identifying opportunities to optimize spending while improving quality of life.

• Oversee all estate staff, household project managers, housekeepers, chefs, groundskeepers, security personnel, and other service providers
• Develop and maintain staff schedules, ensuring proper coverage and efficiency
• Conduct staff meetings, provide training, and ensure adherence to household standards
• Train staff on expected household behaviours, principles, and personalities, reinforcing a culture of professionalism, discretion, and hospitality
• Establish clear expectations for how staff will act and behave in the household to create a seamless and supportive environment
• Monitor staff performance and conduct performance reviews
• Handle hiring, onboarding, and termination processes as needed. Ensure clear communication and coordination between different estate teams

• Oversee routine and preventative maintenance of the estate, including landscaping, HVAC, electrical, plumbing, and security systems
• Schedule and supervise/delegate responsibility for repairs, renovations, and improvement projects
• Maintain an ongoing property inspection checklist to ensure all areas are in pristine condition
• Develop and implement maintenance schedules for all estate properties
• Work closely with outside contractors to ensure timely and quality service

• Oversee or delegate the care and maintenance of properties that are closed for part of the year
• Ensure year‑round upkeep, including landscaping, HVAC system checks, pest control, security monitoring, and general maintenance
• Schedule deep cleaning and inspections before the family returns
• Coordinate seasonal staff, ensuring they are available when needed and understand the expectations for reopening the home
• Stock household essentials, ensure all systems are functional, and prepare the residence for full‑time occupancy before the family’s arrival
• Develop a reopening and closing checklist for each seasonal property to ensure a seamless transition

• Track household inventory, ensuring proper utilization and replenishment of supplies, groceries, and essential goods
• Monitor household expenses, maintain detailed financial records, and manage budgets for various estate operations
• Find the best ways to allocate household funds to optimize quality, efficiency, and cost‑effectiveness
• Identify areas where the estate can improve fiscal responsibility while maintaining the highest standards of service and comfort
• Analyse vendor contracts and spending habits, suggesting alternatives that provide better value or service
• Offer strategic input on areas that could improve the family’s quality of life, including vendor recommendations, staffing…